Helping event planners, organizers and marketers make their events even more awesom-er.

Why You Can No Longer Ignore Mobile Technology

A funny idea occurred to me the other day. In much of the world, anyone who doesn’t own a cell phone is considered an oddity. 56% of people on earth own their own Smartphone, while a staggering 91% have a mobile device of some kind at their disposal. The landline phone is a relic! This data is based on the average user, but you can bet money even more people in the enterprise sector will be making use of smart mobile technology.

The growth of the mobile industry is moving at a breakneck pace, and it shows no signs of slowing. Before much longer, more people will be accessing the web on their phones than on their desktops, laptops or even notebooks. What this means is that, regardless of your industry, you can’t ignore mobile technology.

This certainly holds true in event management, where mobile apps are dominating new innovation. Think about it – if 56% of people own either tablet or Smartphone, that means at very least half your attendees are going to be equipped with some sort of mobile device. What’s more, those attendees are going to be expecting access to a secure, fast WiFi connection. That connection will have […]

Boiled Down, Simple Cloud Computing

I feel as though there’s a mantra which every marketing and tech blogger should repeat whenever they write a piece on cloud computing:

“I’m not going to bore you with buzzwords, nor coo how cloud computing is the future of all industries. I’m not going to claim the cloud is the only solution to all your problems, nor am I going to ignore its flaws.”

Well all that said: today I’m going to discuss how you, as an event management professional or not, can be served by cloud computing. When used properly, the cloud is an extremely powerful tool in the hands of any professional. At the same time, it’s just that: a tool, and one with its own faults. Keep this in mind.

All right, that’s enough beating around the bush. Let’s get started.

First things first…exactly what is the cloud, aside from a buzzword designed to excite business owners and marketing professionals?

Basically, the cloud an abstract term used to refer to a large network of computers or servers that communicate with one another remotely and in real-time. To give an example, cloud storage is a term which refers to the process of storing information on a remote server – one to which […]

Five Event Planning Tasks to Delegate to Others

When it comes to the event planning process, it is easy to shutdown due to “brain overload.” In other words, there is so much on your plate that you don’t know what to do now, what to do later, and what to skip over altogether.

If you are the micromanager type, this is not the time to remain stuck in your ways. Instead, it’s time to delegate some of your tasks to others. It may be difficult to relinquish control, but remember this: you are still running the show, but you’re just not doing everything on your own.

Here are five tasks you should consider delegating to others:

1. Communication with vendors.

Are you hiring a catering company? Do you need a security team? Make a list of the services you need, rough out the parameters and core questions per each type of service provider. Then have a team member compile a list of local vendor options and make initial contact with each one. Your assistant should be able to gather enough information so you can decide how to move forward.

Remember: once you choose vendors there will be tons of communication back and forth. Make sure you assign one person on your team as […]

5 Tips for Organizing an Event on a Tight Deadline

Have you been given the responsibility of organizing an event on a tight deadline? As stressful as it may be, you have what it takes to pull it off. As long as you are organized and committed to the task at hand, you may be surprised at what you can accomplish in a short period of time.

Organizing an event on a tight deadline can bring out the best in you and your team. These five tips will help you stay on track during a hectic time.

1. Make a to-do list.

Don’t be fooled into thinking you can keep everything in your head! To-do lists don’t need to be anything fancy. Just something that shows what needs to be done between now and the day of the event. A handwritten list on an 8.5×11 paper will do, it can be copied and handed out!

To-do lists ensure you don’t overlook important details and effectively track progress and highlight the tasks you still need to accomplish.

2. Enlist the help of others.

Are there coworkers who are willing and able? If so, round them up and begin to delegate. Take out your list, initial tasks and hand out copies! The more help you get the better off […]

How to create a Tweet Suite

We’ve all been to conferences that had comfy couches, we may have even been to conferences that had Tweetwalls (We hope so!), but have you ever been to a conference that had a Tweet Suite? Well today, we’re going to go over some of the basics on how to create one to increase engagement and socialization at your events.

Just to clarify exactly what a Tweet Suite is—essentially, a Tweet Suite is an area at your event dedicated for your attendees to lounge, relax, socialize and maybe get some work done if they desire.

Seating

The first thing you need while creating your Tweet Suite is comfortable seating, and ideally lots of it. Depending on your venue, this could be soft couches or chairs, or even bar stools surrounding high top tables. The most important thing to remember is, can people sit there for 20-30 minutes without getting numb? Soft or contoured chairs are the best to go with.

After you’ve figured out how much seating you plan on having (which SocialTables is great for, I might add) you next need to think about how to get your guest’s devices charged up. It’s an unfortunate reality that your guests aren’t at your event to promote you, so […]

How To Coordinate Event Shuttle Transportation Services

As an event management professional, you’re often required to organize transportation to and from an event, particularly for large events in urban areas where parking, public transportation, or taxi services may not adequately or optimally satisfy your attendees. Hiring a shuttle and bus service will cut down significantly on traffic congestion and help guests arrive on time – and, more importantly, arrive happy.

But what precisely is involved in setting up event shuttle transportation services? How can you best co-ordinate the whole process? Let’s talk about that.

The first thing you’re going to want to do is list all the variables that contribute to your traffic flow. Here is some data you may need:

How many people are attending your event? How many are from out of town and staying at partner hotels? What is your event itinerary? When are people coming and going, and how often? Are there other transportation options that some percentage of attendees are likely to use? Are their other events that may cause congestions?

As a general rule, you’re probably going to run shuttle services throughout the day, but most events will have heavy traffic times where you will need to increase services. We address this topic again below, […]

The Institute Of Event Management – An Ambitious Global Initiative

On July 8, 2014 an interesting and ambitious new organization known as The Institute of Event Management made its official debut at The Meetings Show in Olympia, London. The IEM, initially operating out of the United Kingdom, hopes to eventually become an international organization establishing global professional standards for the event industry.

Universal standards in the meetings and event industry have been a long time coming.

The Meeting Show was a perfect setting for the announcement of this type of global initiative. This annual event focuses on the needs of professional meeting and events planners providing dedicated educational programs, guest speakers, and innovative vendors, and it brings together a wide variety of industry community.

See, one of the biggest problems with event management is that it’s a largely unregulated field. Although there are plenty of certifications around, there is no real universal benchmark used to value the various certificates and therefore how does one gain proper professional recognition for their achievement.

Furthermore while educational streams do exist for event planners, they’re few and far between. Career development in event management is largely up to the individual. There’s no centralized, authoritative source of information or education. While this admittedly tends to weed out those who […]

Five Important Event Registration & Check-in Tips

You focus on every detail when planning any event, right? Don’t overlook your registration and check-in process. This is most likely your attendees first interaction at your event and it sets a stage for their whole experience; never-mind that everyone wants to get to the business at hand. Realize the importance of planning a well-organized check-in and registration area.

There is a big difference between having a desk with one person checking people in and conference set up with a tech-based process. Walk yourself through the steps to help best determine your needs.

Here are five event check-in tips that can guide you toward success:

Adequate Space & Staffing

1. Choose your check-in area carefully. Layout may not be a big deal with a small event, but the more people in attendance the more important this becomes. Funneling a large number of people unto a small area is the fastest way to turn crowd against you! Cramped quarters are not fun (and potentially not safe); you don’t want people second-guessing their decision to attend before they ever join the action.

2. Have enough people working to ensure that check-in lines don’t become too long. The number of people you staff with this responsibility should be […]

Proper Event Organization is Impossible without Proper Timing

In the events industry, time is of the essence.

As an event planner, it’s fairly clear you need to master managing your own schedule. With all the tasks, challenges, and logistical issues you juggle on a daily basis, failing to keep organized ultimately means failing at your profession. Time management is a vital skill for any event planner – knowing how much time to allot to each project and how to schedule related tasks is paramount.

Time management is about understanding your own capabilities, and leveraging those to great effect. It’s about setting goals, laying out tasks, and ultimately accomplishing the things on your list in a predetermined order and length of time. Now, take the skills required to manage your daily work routine, apply the same approach when you’re managing an event.

Rule: effective time management is all about prioritizing and scheduling.

The difference from your daily routine, of course, is at the event stage you’re not just working by yourself. You’re managing entire teams of volunteers and partners; you’re shuffling keynotes, vendors and merchants, and laying out the flow of the entire venue and everyone involved. Without a well-timed schedule, it’ll be next to impossible to coordinate volunteers, speakers, attendees, etc. and execute […]

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